20 September 2012
Please ask for: Miss J Maclennan
Telephone: (01463) 702132
TO: ALL DIRECTORS OF THE BOARD OF HIGH LIFE HIGHLAND
Jaci Douglas, Donald McLachlan, Craig Ewan, Drew Millar, Ken Gowans, Kenneth Nicol, Douglas Graham, Fraser Parr, Linda Kirkland, John Watt, Bette McArdle, Laurence Young
MEETING OF THE BOARD OF HIGH LIFE HIGHLAND – 27 SEPTEMBER 2012
A meeting of the Board of HIGH LIFE HIGHLAND will take place in the BOARD ROOM, OLD LIBRARY, DINGWALL on THURSDAY 27 SEPTEMBER 2012 at 2.00 P.M.
A note of the business to be transacted at the meeting is appended.
I trust that it will be convenient for you to attend.
1. Apologies for Absence
2. Declarations of Interest
Directors are asked to consider whether they have an interest to declare in relation to any item on the agenda for this meeting. Any Director making a declaration of interest should indicate whether it is a financial or non-financial interest and include some information on the nature of the interest. Advice may be sought from Officers prior to the meeting taking place.
3. Appointment of Chair and Vice Chair
The Board is invited to appoint a Chair and Vice Chair of the Company, who will preside at meetings of the Board.
MAIN PAPERS – PART 1
4. High Life Highland Purpose, Key Business Objectives and Corporate Values PP 1-2
There is circulated Report No. HLH20/12 dated 14 September 2012 by the Chief Executive which summarises, from the Business Plan, the purpose, key business objectives and corporate values.
The Board is invited to note the summary, as detailed in Appendix A, as the context for the agenda items to follow.
5. Membership of Committees
It will be recalled that, at its meeting on 21 June 2012, the Board agreed the vacancies on the Nominations and Funding and Sponsorship Committees be deferred until the September meeting. In addition, the Board is required to appoint a third Director to the Chief Executive’s Performance Review Committee, in addition to the Chairs of the High Life Highland and High Life Highland (Trading) C.I.C. Boards.
Accordingly, the Board is invited to consider the following:-
a. Nominations Committee – 1 Council Director (former member – Mr D Millar)
b. Funding and Sponsorship Committee – 1 Council Director (former member – Mr P Corbett)
c. Chief Executive’s Performance Review Committee – 1 Director (balance must be 2 Independent and 1 Council Director and include the Chairs of both the High Life Highland and High Life Highland (Trading) C.I.C. Board).
6. High Life Highland Successes PP 3-32
There is circulated Report No. HLH21/12 dated 12 September 2012 by the Chief Executive presenting a selection of items from submissions from staff teams on the successful work being carried out by High Life Highland throughout the Highlands and across all areas of work.
The Board is invited to comment on the items presented and to note that the selected items will form part of a long list for the staff award system, if approved elsewhere on this agenda.
7. Confirmation of Minutes PP 33-54
The following Minutes are circulated:-
i. High Life Highland (Trading) C.I.C. held on 29 March 2012, for noting (pp 33-37);
ii. Board Meeting held on 21 June 2012, for approval (pp 38-47);
iii. Funding and Sponsorship Committee held on 17 July 2012, for approval (pp 48-50); and
iv. Finance and Audit Committee held on 27 August 2012, for approval (pp 51-54).
8. Board Effectiveness Workshop PP 55-58
There is circulated Joint Report No. HLH22/12 dated 12 September 2012 by the Company Secretary and Chief Executive updating Directors on the outcome of the High Life Highland Board effectiveness workshop held on 27 August 2012.
The Board is invited to agree:-
i. the actions and implementation timetable proposed, to ensure the successful delivery of the Action Plan; and
ii. that the progress made by High Life Highland in implementing the measures set out in the Action Plan be subject to ongoing review by the Board and should also be formally reviewed by the Board in August 2013.
9. Matters Arising – Board Meeting of 21 June 2012 PP 59-60
There is circulated, for information, matters arising from the meeting of the Board held on 21 June 2012.
The Board is invited to note the position.
MAIN PAPERS – PART 2
10. Board Work Plan and 2013 Meeting Dates PP 61-71
There is circulated Report No. HLH23/12 dated 13 September 2012 by the Chief Executive setting out the Board Work Plan for High Life Highland for 2013.
The Board is invited to agree:–
i. the Work Plan, as detailed in Appendix A of the report;
ii. meeting dates for the main company (meetings commence at 2pm), recognising that the Trading Company will be considering meeting on the same dates (meetings commence at 10am), as detailed in paragraph 3.1 of the report;
iii. dates for facilities/programme visits, as detailed in paragraph 3.2 of the report;
iv. meeting dates for the Finance and Audit Committee, as detailed in paragraph 3.3 of the report; and
v. meeting dates for the Funding and Sponsorship Committee, as detailed in paragraph 3.4 of the report.
11. Finance Report PP 72-76
There is circulated Report No. HLH24/12 dated 10 September 2012 by the Chief Executive providing Directors with an update on the financial performance of High Life Highland for the five month period ended 31 August 2012. The report also provides an initial outlook for the full year ended 31 March 2013.
The Board is invited to note that:-
i. for the period from 1 April 2012 to 31 August 2012, High Life Highland delivered its services within budget by £30,000;
ii. at this point in the financial year, no projected variances are being forecast for the year to 31 March 2013;
iii. the contract for the provision of exhibition support services was awarded jointly to Mr Dean Melville and Ms Lucy Woodley;
iv. the contract for the provision of mountain bikes was awarded to Bikebug of Nairn; and
v. the contract for the supply of customer requested or priority ordered library materials was awarded to Achins Bookshop of Lochinver.
12. Human Resources PP 77-82
There is circulated Report No. HLH25/12 dated 14 September 2012 by the Chief Executive presenting proposals for a staff survey and to update Directors on Human Resources activity including a quarterly report on absence, disciplinary and grievance issues.
The Board is invited to:-
i. agree to the actions related to and the content of the proposed bi-annual staff survey; and
ii. note the contents of the quarterly report including the update on the staff establishment.
13. Performance Reporting PP 83-86
There is circulated Report No. HLH26/12 dated 13 September 2012 by the Chief Executive suggesting high level performance indicators for High Life Highland.
In considering the ten Performance Indicators listed in paragraph 2.1 of the report, the Board is invited to:-
i. agree whether all ten or a smaller number should be used;
ii. note that the high level Performance Indicators form only part of a range of other performance information which is used to manage High Life Highland and its nine areas of work; and
iii. note that High Life Highland is continuing to meet the terms of the Service Delivery Contract with The Highland Council.
14. Twice Yearly Report to The Highland Council PP 87-102
There is circulated Report No. HLH27/12 dated 12 September 2012 by the Chief Executive providing Directors with a copy of the report by the Council’s Director of Education, Culture and Sport to the Culture and Leisure Contracts Scrutiny Sub Committee of 26 September 2012.
The Board is invited to:-
i. note the report by the Director of Education, Culture and Sport, as detailed in Appendix B of the report; and
ii. agree to receive a verbal update on the meeting from the interim Chair and Chief Executive at the 27 September 2012 High Life Highland Board meeting.
15. Programme for The Highland Council: Working Together for the Highlands PP 103-112
There is circulated Report No. HLH28/12 dated 13 September 2012 by the Chief Executive recommending Directors consider the new programme for the Highland Council “Working Together for the Highlands”.
The Board is invited to:-
i. comment on and note the mapping of High Life Highland’s contribution to the programme , as detailed in Appendix A of the report;
ii. agree that the Chief Executive reviews the performance indicators in the Service Delivery Contract with the Council’s Director of Education, Culture and Sport to align them with the new Council programme; and
iii. agree to receive a report on the outcome of the review of the Service Delivery Contract indicators for approval at a future board meeting
16. Review of Service Level Agreements PP 113-115
There is circulated Report No. HLH29/12 dated 14 September 2012 by the Chief Executive asking Directors to note the current position regarding the various service level agreements between High Life Highland and The Highland Council and the intention to review the ICT and Finance and Payroll service level agreements.
The Board is invited to note:-
i. the current position regarding the various service level agreements between High Life Highland and The Highland Council, and
ii. the intention to review the ICT and Finance and Payroll service level agreements.
17. Staff and Volunteer Awards PP 116-119
There is circulated Report No. HLH30/12 dated 10 September 2012 by the Chief Executive proposing that a staff and volunteer awards system is introduced. The awards would be held on an annual basis and would recognise projects that staff teams and volunteers had delivered that had made an exceptional contribution to the work of the company.
The Board is invited to agree to:-
i. the implementation of an awards system; and
ii. consider two options for the type of award ceremony, namely;
a. a relatively modest award ceremony that is delivered by High Life Highland staff; and
b. a more elaborate award ceremony, that would involve potential sponsors.